Time Tracker™ User Manual V 2.0.4
Contents
1. Once the Email service is created it can be modified and the users can be added These users will be receiving the reports in email only if they are added in the service by clicking on Add Users Similarly employees will be added whose reports will be sent out Please see the screens below Report Email Service Name If vou click Add Users you will see below screen where the allowed users and not allowed users will be shown Choose the users and decide whether you want to allow them or not allowing them from the respective sections SMA TimeTracker User Manual V2 0 4 54 Page Report Email User Name Full Name 7 admin Administrator Select Unselect All Not Allowed User Name Full Name aalvi Adeel Alvi E smando Shams Mando Select Unselect All Allowed If you click Add Personnel you will see below screen where the allowed personnel and not allowed personnel will be shown Choose the personnel and decide whether you want to filter them or not filter them from the respective sections Report Email Job Title English Name English Firoz Hafiz Gen Store Helper Record Att 15022 15031 Dionisio Marcelo Select Unselect All Remove Job Title English Name English 15200 Renen Vizconde Cleaner Select Unselect All Add 7 6 Device Failure Report Click on Device failure report which will display the list of occurrences when biometric devices were unreachable from the2. From this screen you can delete the department which you like Select the department by clicking the check box then press the Delete button to delete the department SMA TimeTracker User Manual V2 0 4 16 Page Y 4 2 Organization Holidays If you click on Organization Holidays then you will find there is one option click on the option then the following screen will appear Holiday Selet ww E Fa Company d Holiday Gb Dubai Office q New Yez a IT 0 Admin 0 Warehouse 0 Management 0 Security 0 Finance 0 Front Office 0 Human Resource 0 Housekeeping 0 Insurance 0 Data Room 0 Marketing 0 Service 0 E OOOOOOOOOOOOE KKKKKKKKKKK Select the Holiday which you already created in the Admin section from the list then select the department which will have that holiday then press the submit button at the bottom to save the holiday 4 3 Organization System Policies If you click on Organization System Policies then you will find there is one option click on the option then the following screen will appear SMA TimeTracker User Manual V2 0 4 17 Page Y System Policy Select SMA POLICY La T Lu Company el E Dubai Office 0 la IT 0 Admin 0 Warehouse 0 Management 0 Security 0 Finance 0 Front Office 0 Human Resource 0 Housekeeping 0 Insurance 0 Data Room 0 Marketing 0 Service 0 E D HOOOOOOOOOOOL KKKKKKKKVCKKK Se
3. 6 3 9 Adjust Schedule To Adjust Schedule click on Adjust Schedule it will open the following screen In the above screen you have different option to search employee you can search by personnel number name by title by group by location amp if you want to search by department then click on Organization tab on the top it will display all the department select the one you want to search employee on it then click on search button It will open the following screen Name Job Title Personnel No Organization _ BAKIR FAWZY SAGEER SALEH COMPUTER OPERATER 1260013 ddd C NOUR MOHAMMED ALKHATIB 33040001 ddd _ MARVIN DELA FUENTE CABANADO 33100001 ddd LJ THANA MOHAMMED ISMAIL 34010007 ddd GAYAS EL HAQ MOHAMMED ISMAIL 34010008 ddd Select the person or persons you want to adjust the schedule by checking the boxes then press submit button it will open the following screen SMA TimeTracker User Manual V2 0 4 47 Page Job Tithe From Personnel No ro Organization Ahmar SE Shab tpe teset Select Unselect All Show Report Schedule 0001 0002 ooo Start Date End Date Abbreviation Schedule Type Personnel No Job Title O Ahmar 0001 SE O Ahmar 0001 SE Ol Ahmar 0001 SE C Ahmar 0001 SE C Ahmar 0001 SE C Ahmar 0001 SE C Ahmar 0001 SE O Ahmar 0001 SE C Shab 0002 C Shab 0002 Cl Shab 0002 C Shab 0002 Cl Shab 0002 C Shab 0002 I l L_L aaa Select Unselect All 6 3 10 Assign We
4. Tue 49 Page 7 Reports 7 1 Reports Once employees are entered in the system they must have a policy and a schedule Without any one of these you can generate a report for an employee In order to take out report you need to click Reports gt Reports and then choose any one of the different reports Any report you will click you will see the search screen Employee Report From 2 1 2009 Tk T 22 2009 7 Duration One Month e Select Report Template Today ate e Yesterday One Week Name Job Title Personnel No Organization D LI V Murtaza I Ali Purchase Executive 5021 Purchase Y Firoz Haflz Gen Store Helper 5022 Purchase v Khuzema Badshah Store keeper 5023 Purchase V Abbas Saifee Asst Manager Purchase 5024 Purchase d Imran Syed Store Helper 5025 Purchase Y Qaizar Husain Stores Keeper 5026 Purchase V Maira Rifat Receptionist 5027 Front Office D Select Unselect All Show Report Choose the dates or choose the duration Select the employees for the reports Click Show Report SMA TimeTracker User Manual V2 0 4 50 Page sma 7 2 Schedule Report Schedule Report Straight 9 to 7 You can take out a schedule report to know which P No Name Title Department Company S A A 1381 Shabbir Nadir Director Finance Finance Compan person has which schedule or which schedule is 1382 Siraj Master Finance Manager Finance Ge 1295 Remy Ferinas Ins Front Cff Asst Financ
5. SMA TimeTracker User Manual V2 0 4 39 Page Y sma e Shared gt Temporary Schedule a schedule that employees can have temporarily at a given time e g Ramadhan Employees can have more than 1 Shared schedule along with their Main schedule Make sure that if you are assigning 2 Shared schedules to one employee the effective dates of those shared schedules should not overlap e Day gt will be chosen when employees remain in this shift for specific no of days and then change e g Rosters You need to supply the no of days as well Description gt description about the schedule Start Date gt will be enabled when Schedule Type has been chosen as Shared End Date gt will be enabled when Schedule Type has been chosen as Shared Abbreviation gt Provide up 3 to 5 letter abbreviation for a schedule it will be displayed when dealing with Rosters No of Days gt Provide No of days if you are creating a Day schedule for Rosters Once sessions are created you can add remove them in any schedule by clicking Sessions tab as shown below Schedule Sessions Half Day Holiday Add Edit Sessions Description Straight 7 TO 3 Straight 7 TO 3 Key 07 00 15 00 1 Straight 3to11 Straight 3to11 Key 15 00 23 00 2 SMA TimeTracker User Manual V2 0 4 40 Page GC Terre Make sure the Sequence is correct like in the picture shown above the Straight 3 to 11 can t be at seq 1 because it will occur
6. Role Name HR Admin Click on the Role you want to modify then it will open the previous screen do your required changes 3 5 Company If you click on Company then you will find there are some option click on the desired option If you click on New then the following screen will appear SMA TimeTracker User Manual V2 0 4 12 Page Name English dr Mame Arabic Mame English 1d la Enter the Name of the company you like to create in English amp Arabic if you are using the system in both languages else just enters in English After that write the ID for that company in the ID field after that press submit button to save the company you created Fields marked with are mandatory If you click on Modify then the following screen will appear Company Company Company Click on the Name of the company you wish to modify it will open the previous screen along with the saved data make your changes and press submit to keep save those changes 3 6 Personnel Role To mark IN and OUT punches employees must have authorization for it That authorization can be done from Admin gt Personnel Role gt Mark Punch as shown below SMA TimeTracker User Manual V2 0 4 13 Page Personnel Role Name Title Personnel No Organizaiton Ahmad Ismail Engineer 10001 Dubai Office Select Unselect All Allowed Personnel No Organizaiton Select Unselect All Not Allowed 3 7 Reset Password If you are a system
7. 0 Front Office 0 Housekeeping 0 Human Resource 0 Insurance 0 IT 0 Maintenance 0 Management 0 Marketing 0 Purchase 0 Security 0 noooooooooooe aaa CP Select the department you want to search then press search button or if you want all employees to be listed in search result then just hit search button without any criteria it will listed all employees as you hit the search button it will open the following screen Name Job Title Personnel No Organizatio DUNIYA SAEED MIAN MIAN SAHIB ZAR MUMTAZ AHMED SHAMSUDDIN AHMED Hamsa Meera Sahib ABDUL MALICK ABDUL SAMAD IRFAN KHAN GHOUSE KHAN O SREEJITH PARAKANDY MANDODY MAKANDAN Mahmood Asareentavida Moossa ae Computer Engeinear COMPUTER OPERATER WEB PAGE DESIGNER amp DEVELOPMEN 1012892 1014220 1020689 1021097 1021246 1022382 1022765 ddd ddd ddd ddd ddd ddd ddd Click the one from the list who asked for vacation then press submit button it will open a new screen as follows From To Remarks pe pS eg Job Title Organization GENCY VALAVIPRAMBIL GOPALAN GOPI VALAVIPARAMBIL GO ddd In this screen you have to define the time period of his her vacation and the type of leave Click on the calendar icon beside the From Filed it will open a pop up calendar select the start date of SMA TimeTracker User Manual V2 0 4 26 Page Y sma his her leave
8. 58 Ost Transterto DEVICE isaac iii 58 Sl 2 DECO PEI SOMME ukon o o 58 8 1 3 Enroll Personne 59 Osle WOO TEND Oi o Too 60 8 2 Device Manage mei oso NA 60 E EE 61 A R O O e osncaee 61 SMA TimeTracker User Manual V2 0 4 3 Page 8 32 Delete A e o 61 33 3 KEE CODECS e rara oe orales todoo 62 e E no no E A 63 SMA TimeTracker User Manual V2 0 4 4 Page Y 1 Introduction SMA TimeTracker is a web based application and can be opened from anywhere in your LAN WAN network Type the URL http server 5050 TimeTrackerST war where server is the name of the server where TimeTracker application has been installed Use your login credentials to log in to the system Supply Username and password and the respective company and click Submit If you are an employee then check Employee Login box and then click submit along with your login credentials Ka wel TimeTracker Internet Explorer provided by Dell es http localhost 5050 TimeTrackerST war logoutProcess jb code 0 v Live Search Pr wd TimeTracker ale ov v dh v gt Page v Tools y TimeTracker V2 0 4 User Name HIIT Password 000 Language English v Employee Login 7 Company e WWW smapps com support smapps com This Product is Licensed to SMA Done Elk Local intranet Protected Mode On E 100 v SMA TimeTracker User Manual V2 0 4 5 Page 2 Main Menu The following picture contains all the major links
9. Start Date a End Date 6 3 8 Assign Year To Assign Yearly Schedule click on Assign vear it will open a search screen for emplovees In this screen vou have different option to search emplovee vou can search by personnel number name by title by group by location amp if you want to search by department then click on Organization tab on the top it will display all the department select the one you want to search employee on it then click on search button It will open the following screen Job Title Personnel No Organization IBAKIR FAWZY SAGEER SALEH COMPUTER OPERATER 1260013 ddd CI NOUR MOHAMMED ALKHATIB 33040001 ddd C MARVIN DELA FUENTE CABANADO 33100001 ddd THANA MOHAMMED ISMAIL 34010007 ddd IGAYAS EL HAQ MOHAMMED ISMAIL 34010008 ddd Select the person you want to assign the schedule by checking the boxes then press submit button it will open the following screen SMA TimeTracker User Manual V2 0 4 46 Page Sat sto20 wl Sun zelecd Mon s to 20 E A Fri Ia to 20 Job Title Department Name Ahmar SE Head Shab Head Muzamil MYOrg In this screen you will find the From Date amp To Date here you have to define the duration of the schedule it could be weekly it could be monthly it could be yearly Then drop down each day amp select the respective day schedule It means that the employees to whom you are assigning the schedule will follow every Saturday same schedule till the End date you defined
10. after the Straight 7 to 3 If you observe Halfday in your company you need to create a Halfday Session and you can use it in a schedule by clicking on Halfday tab as shown below Please note that you need to specify which day of the week is your Halfday Schedule Sessions Half Day Holiday Half Day Thu Add Edit Sessions Name Description Halfday Key 09 00 13 30 i e You can declare Holidays as well which will be considered as Off days for employees holding this schedule E g Friday Saturday as shown below SMA TimeTracker User Manual V2 0 4 41 Page Schedule Sessions Half Day Holiday Sat Sun T Mon F Si a LI a a Once created you can Modify Delete and Search the schedules Please note that if any modification happens the changes will be applied from the day onwards and no previous records will get affected by this modification 6 3 Assign 6 3 1 Assign Policy Once employees are entered in the system they must have a policy Schedule gt Assign gt Assign Policy you can assign them the policy they fit in Click Assign Policy choose the policy you want to assign Press Submit You will come up with the search screen for employees You can choose an individual employee as well as group of employees By just clicking Search button you will see the list of all employees holding the policy you have chosen and the ones who have not been assigned this policy separately as shown below Select the
11. example if you have different groups you will just select that group all the employees fall in this group will listed as you hit the search button you can also search by status active or in active employees you Can also search by location you can sort them alphabetically or by personnel No if you want to search them by department click on the organization tab it will open the following screen Default Organization E T Lu Company Admin 0 Data Room 0 Dubai Office 0 Finance 0 Front Office 0 Housekeeping 0 Human Resource 0 Insurance 0 IT 0 Maintenance 0 Management 0 Marketing 0 Purchase 0 Security 0 NOOOOOOOOOOOCL KCKKKKKVCKKKKK 4 Select the department you want to search then press search button or if you want all employees to be listed in search result then just hit search button without any criteria it will listed all employees as you hit the search button it will open the following screen Name Job Title Personnel No Organization DUNTYA SAEED MIAN MIAN SAHIB ZAR 1012892 ddd MUMTAZ AHMED SHAMSUDDIN AHMED COMPUTER ENGINEER 1014220 ddd Hamsa Meera Sahib Operations Analyst 1020689 ddd ABDUL MALICK ABDUL SAMAD Computer Engeinear 1021097 ddd IRFAN KHAN GHOUSE KHAN COMPUTER OPERATER 1021246 ddd SREEJITH PARAKANDY MANDODY MAKANDAN WEB PAGE DESIGNER amp DEVELOPMEN 1022382 ddd Select the person you wish to modify it will open the same screen as you seen in new emp
12. of the system S BS QQ 6 e a V EE TM Intranet Preferences Admin Organization Personnel Schedule Report Suprema Gantner Aeos Logout For more detail check the below table to know which Link is used for what Preference this link is used for tuning the system Here you can define services view event log HR integration Finger print device key codes etc Admin this link is used for administration purpose Here you can define system user Role of the User Holidays etc Organization link is used to deal all the issues regarding Department Company Personnel link used to deal all the issues regarding personnel Employees Schedule link is used to deal all the issues regarding Shifts Schedules session SMA TimeTracker User Manual V2 0 4 6 Page GC sma 3 Admin In this section you can work with users their authorization holidays Remarks all can be treated in this section Click on main Menu it will show side menu choose the respective option you want to use 3 1 Holidays If you click on Holidays then you will find there are some option click on the desired option If you click on New then the following screen will appear Name English Name Arabic e From ER A To KR sf Al the fields marked with are mandatory In the Name English field enter the name of the Holiday you are creating such as EID National Day etc in both language Arabic and English If you are using the system in English only then enter th
13. starts gt the time on which employees will be considered late Time OUT session stop time Overtime Starts gt the time from which the employee starts getting overtime Min hours gt Min hours field will be enabled only when you choose session type FREE for all other sessions it will be disabled You need to put min hours a person must complete while in a free shift SMA TimeTracker User Manual V2 0 4 38 Page Acceptance Time IN gt Acceptance time range for IN punch Acceptance Time OUT gt Acceptance time range for OUT punch You can Modify Delete and Search existing sessions at any time 6 2 Schedule Schedule holds the complete information of employees shift such as session timings Half day Holiday type of schedule etc Schedule Sessions Half Day Holiday Schedule Name Straight 9 to 7 Schedule Type main Y Description Straight 9 to 7 Start Date 99000111 End Date 4 Abbreviation STR el el Number Of Days Session Dependent yee Schedule Name gt Name of the Schedule This name will appear whenever you are assigning shifts Rosters to employees so be careful about the name and it should be recognizable by the person who is going to assign Schedule Type gt type of schedule e g e Main gt Permanent schedule a schedule that a person follows most of the time ina year Every employee MUST have at least 1 Main schedule and at a time a person can hold only 1 Main schedule
14. user and you want to change your password Click Admin Reset Password Supply Old password New password Confirm Password and press Submit You password is changed for next login Old Password dr New Password Ar Confirm Password SMA TimeTracker User Manual V2 0 4 14 Page Y sma 4 Organization In this section you can work with department department holidays all can be treated in this section Click on gt main Menu it will show side menu choose the respective option you want to use 4 1 Organization If you click on Organization then you will find there are some option click on the desired option If you click on New then the following screen will appear Mame English e Name Arabic Parent ID y Client Code p System Policy select Location Select Company Name Company e From this screen you will create a new department in the system Enter the name of the Department you are creating in English amp Arabic language respectively if you are using the system in both languages other wise enter the same name in both fields in the language you are using because both fields are mandatory Parent ID is the id which represent that the department which you are creating is under any other department or it is it self a parent department if you click on the Parent ID field a pop window will open in front of you so you can select the parent department Internal ID is the id which the users give to the department he
15. you can also search by status active or in active employees SMA TimeTracker User Manual V2 0 4 23 Page GC sma you can also search by location you can sort them alphabetically or by personnel No if you want to search them by department click on the organization tab it will open the following screen Default Organization a TG Company a OA Admin 0 ID Data Room 0 A Dubai Office 0 A Finance 0 A Front Office 0 Fl Housekeeping 0 Fl Human Resource 0 A Insurance 0 E rr 0 IF Maintenance 0 IF Management 0 L 7 Marketing 0 1 Purchase 0 A Security 0 OOOOOOOOOOL Hi Select the department you want to search then press search button or if you want all employees to be listed in search result then just hit search button without any criteria it will listed all employees as you hit the search button it will open the following screen Name Job Title Personnel No Organization C BAKIR FAWZY SAGEER COMPUTER OPERATER 1260013 ddd INOUR MOHAMMED ALKHATIB 33040001 ddd C MARVIN FUENTE CABANADO 33100001 ddd C THANA MOHAMMED ISMAIL 34010007 ddd C GAYAS EL HAQ MOHAMMED ISMAIL 34010008 ddd Select Unselect All Select the employees by clicking one the check box which you want to delete then after selecting the employees click on Delete button to delete them from the system 5 2 Personnel Vacation If you click on Personnel Vacation then you will fin
16. 92 168 0 204 FirstFloor 192 168 0 205 GroundFloor Job Title Department Name Ahmad Ismail Engineer Dubai Office 8 1 3 Enroll Personnel For enrolment from any client PC a USB scanner must have been plugged to that PC along with the BIOBridge utility which has to be running Click Gantner gt User Management Enroll Personnel Select the employee you will see the screen below The screen should show Connected to BIOBridge Enroll Person sma Connected to Biobridge Organization Job Title Personne No Ahmad Ismail Engineer 10001 Dubai Office Enroll Scie Finger 1 e Click Enroll button it will ask you to put and remove finger 3 times then it will show Done You must click Save Template at this point Select another finger from the dropdown and enroll and save again SMA TimeTracker User Manual V2 0 4 59 Page Y 8 1 4 Import Template The Gantner devices that have the enrolment feature from the terminal those enrolments fingerprints can be imported into TimeTracker from Gantner gt User Management Import Templates Select the devices in which the new persons have been enrolled Click Import Personnel Import E TIU U 192 168 0 204 FirstFloor 192 168 0 205 GroundFloor Il Ae e a a TT ch 8 2 Device Management From this option you can manage Gantner Devices Click New to enter new devices once you entered them you can modify and delete as well When entering new devices you need to fill the
17. FREE SHIFT 22 23 24 FREE SHIFT Split 10 2 tg FREE SHIFT 6 10 Split 10 2 to a Amesh Jebarai e e 25 26 21 28 Strght 11 tq FREE SHIFT FREE SHIFT Tam N Tam N Stght 2 to 10 light 10 to 8 SMA TimeTracker User Manual V2 0 4 44 Page GC 6 3 6 Assign Month Group The difference between Assign Month and Assign Month Group is that you can assign the schedule to a group of employees at once if they are working in the same batch Click Assign Month Group Select employees and you will see the screen below On the left side you will see list of schedule and list of employees Select the schedule and employee and mark the date in the calendar by checking the box in those dates and press submit Schedule Name Abbreviation November 2008 M8 to 20 8 20 Hame Personnel No Ahmar 0001 Shab 0002 Muzamil 1 6 3 7 Import You can do schedule import through an Excel file Please contact SMA for the format File name gt you need to browse the location where the excel file is located First Row gt the row number from which you need to import the schedules Last Row gt Till which row you need to do the import schedule Sheet number gt Sheet number of Excel file Start Date gt the date it should start assigning the schedules End Date gt the date it should stop assigning the schedules SMA TimeTracker User Manual V2 0 4 45 Page File Name Browse First Row g Last Row 0 Sheet Number y
18. Session 2 IN 3 1 E Session 2 OUT 4 1 Select Unselect All 8 3 3 Transfer to Device After creating the reasons you can then send it to the Terminals by clicking Gantner gt Reasons Transfer to Device Choose all the reasons then the Terminals you wish to send to and click Transfer Transfer 192 168 0 204 FirstFloor 192 168 0 205 GroundFloor Mia a 31 5 Arabic Reasons Status 7 Session 1 IN 1 1 Session 1 OUT 2 1 Session 2 IN 3 1 Session 2 OUT 4 1 Select Unselect All SMA TimeTracker User Manual V2 0 4 62 Page 1 sma 8 4 Report You can see which employees have their fingerprint template stored inside the system by clicking Gantner gt Report gt Template Choose the searching criteria from the search screen and click search The below screen then will show list of employees separately which employees are with and without their templates saved in the database Personnel With Template Personnel No Department Name Flavio Baricuatro 5216 Housekeeping Deepu Pillai 5217 Finance Sameer Beppukkaran 5218 Insurance Lyn Jacinto 5219 Housekeeping Roan Cabiles 5220 Housekeeping Trestofer Cabiles 5221 Housekeeping Saiful Halim 5222 Housekeeping Veneline Martinez 5223 Housekeeping Catherine Soriano 5224 Housekeeping a Ti seen BA Zeck aa cane Pime mem Personnel With Out Template Personnel No Department Name Ahmad Ismail 10001 Dubai Office SMA TimeTracker User Manual V2 0 4 63 Pa
19. Time Tracker User Manual V 2 0 4 SMA TimeTracker User Manual V2 0 4 1 Page TABLE OF CONTENTS 1 e UCT OWN ri di 5 Ze Mal WE UE 6 3 PRIN cased acces cenenis cesaeub A Ai 7 3 1 leie EVEN 7 3 2 Ku le COPPER PU E E e 8 3 3 nn AP e O ee eee eee 9 3 4 O in ao A O A 12 3 5 COMPA nai AN 12 3 6 Per onne ROIS arts 13 3 7 e as A Pe a 14 o A O A A 15 4 1 Ai O e E UE E OOOO A 15 4 2 Organization Holtdays 17 4 3 OFSaniza don SY SCSI POUCIES asinis tosnir rosnasccuceiencuanaenoseaaisscustinnnysanscnsostdainnasstehensnisotenueetoanmieunen 17 4 4 LOCU PP A seen 18 Bi A A Po E Z nn 20 5 1 FE SOI POE PR st art tot poh non o O hon OA 20 5 2 Personnel aca Oia 24 5 3 POLV POr ONDE A Z vo 28 5 4 A 30 5 5 WOE O a E 33 5 5 A E 33 5 6 CURE MISSION EE 34 5 7 SONS acct ses eae wee enc toe anne kn 35 E aoa cate cc noon o O sl Zola E 36 O y eee er eee o E UA E EEE nen 36 e a E E non 39 ee 42 SMA TimeTracker User Manual V2 0 4 2 Page AS NT le geen o 42 032 REMOVE PON sia 43 033 ASSISI el 43 SE ME Let E 44 0 3 9 ASSISI e o 44 0 3 0 Assien Month ET e krtek nho hn hola bi kn nn th EE 45 A e o O E T 45 AS SIN YS AN wesc rape o A A 46 6 3 9 Adj st Schedule ica 47 EIER aa A AES 48 PRODOTT S orania narra EEEE EEE ver 50 K N Den EC 50 EE 51 TD policy ROO soon o 52 E E SE E E 53 A e e EE 55 S INTO E 57 81 VIC RO OAS on e e O E GE O OEA 57 52 PDO OVC sediento 57 Ree 57 SOI E 58 8 1 Ee Po
20. V2 0 4 19 Page Y sma 5 Personnel In this section you can work with Employees Employees holidays and Groups etc all can be 8 treated in this section Click on ro main Menu it will show side menu choose the respective option you want to use 5 1 Personnel If you click on Personnel then you will find there are some option click on the desired option If you click on New then the following screen will appear Default Organization Personnel No Name Job Title Type An Ni Group All Activation Status Active Organization Location select Sort by personnelnr Grade select This screen has two tabs in the first tab you have to fill personnel information Enter the personnel Number Employee ID or Pay code which will be unique by employee by employee Then Enter the name of the Employee you are adding in both languages if you are using the system in both languages otherwise enter the same thing in both Field in the language you are using Then enter the title of the Employee which is his her designation or post where he she is doing work Select the type either he she is student Teacher Employee or contractor then select the activation status means either he she working or on leave or resign means in active Then marked the proper gender In organization you select the department in which he she will work click on the field organization a small pop up window will appear with all the departments select the o
21. When you take out a report just click Reports gt Print and then choose the medium you wish to print Export to Excel is shown below St File Download SW b vi Es Leg AEOS JO el De pu tto es this file Circular Gantner Aeos Bioscrypt Suprema Report Logout Gel Name detailReport_1 xls H Type Microsoft Office Excel 97 2003 Worksheet 125KB From 127 0 0 1 Detail Report SUN E Aways ask before opening this type of fle From 01 Dec 08 To 31 Dec 08 Name Jebahar Singh Policy Re A While files from the Intemet can be useful some files can potentially P No 5029 Q ham your computer If you do not trust the source do not open or Department Service save this file What s the risk Date In Out Late Missed Over Early Hours Remarks 2 Print 01 Dec 08 05 47 18 51 13 00 Present ESA 02 Dec 08 06 23 21 25 13 00 Present 03 Dec 08 05 27 18 53 13 00 Present A 04 Dec 08 05 30 18 56 13 00 Present SE Print to Excel 05 Dec 08 Absent 06 Dec 08 06 25 18 54 12 28 Present f 07 Dec 08 06 25 14 53 08 27 Present ES Print to PDF 08 Dec 08 06 24 14 55 08 30 Present 09 Dec 08 Absent 10 Dec 08 05 26 18 54 13 00 Present Total 94 25 Similarly you can click on print on PDF to print the report in PDF format as shown below Vi la Report E Intranet Aeos bio Bioscrypt O 2 amp e Admin Schedule s Organization Personnel Circular Suprema Logout nm ol 2 9 ee 95 Fp red S Preferences Welcome adm
22. ation E T Lu Company DA Admin 0 Data Room 0 Dubai Office 0 Finance 0 Front Office 0 Housekeeping 0 Human Resource 0 Insurance 0 IT 0 Maintenance 0 Management 0 Marketing 0 Purchase 0 Security 0 1 il il Maa E 1 1 1 1 nnn 311 poooooogogogaar I D Select the department you want to search then press search button or if you want all employees to be listed in search result then just hit search button without any criteria it will listed all employees as you hit the search button it will open the following screen Name Job Title Personnel No Organization _ BAKIR FAWZY SAGEER SALEH COMPUTER OPERATER 1260013 ddd C NOUR MOHAMMED ALKHATIB 33040001 ddd C MARVIN DELA FUENTE CABANADO 33100001 ddd LJ THANA MOHAMMED ISMAIL 34010007 ddd IGAYAS EL HAQ MOHAMMED ISMAIL 34010008 ddd Select employees from the list of whom vacation have to be modify then click submit button it will open the following screen Personnel No Remarks 1012892 DUNIYA SAEED MIAN MIAN SAHIB ZAR 15 08 2008 26 08 2008 Hajj Leave 1014220 MUMTAZ AHMED SHAMSUDDIN AHMED 09 08 2008 26 08 2008 Annual Leave Click on the personnel number and it will open the same screen where you adjust the date and remark of the employee after doing changes press submit button to keep save the changes you made 5 3 Policy Personnel If you click on Policy then you will find there are some optio
23. cation e g A took 10 days vacation during his vacation Friday amp Saturday will not count as vacation in those 10 days because its normal day off in his schedule Then select the option of Edit Record by drop down list if you select Yes he can edit his record if No then he can t Approve Record option is the option through which he can approved amp disapproved his subordinates request of changing Time Schedule is the time table selects the proper schedule for him her amp the policy as well After completing the Default tab click on Organization tab the following screen will appear SMA TimeTracker User Manual V2 0 4 10 Page GC EE E Lu Company a e Li Dubai Office 0 Mm IT 0 Admin 0 Warehouse 0 Management 0 Security 0 Finance 0 Front Office 0 Human Resource 0 Housekeeping 0 Insurance 0 Data Room 0 Marketing 0 Service 0 7 aa H A al Ze Geier Ge deer Ce Ze bert In this screen you have to assign the departments to the user on which he she will be authorized So he she can Add Delete employees schedule of employees view reports of employees who falls in those departments You can select all and De select all by click on the Tree kind of Icon at the right side of the screen at the blue color border After completing this tab press the submit button to save the user information If you click on Modify then the following screen will appear User Name Full Nam
24. d there are some option click on the desired option If you click on New then the following screen will appear SMA TimeTracker User Manual V2 0 4 24 Page Default Organization Personnel No Name Job Title Type all x Group All Activation Status Active Organization Location select Sort by personnelnr e Grade select There are two tabs each have certain option for searching the employee who is going on vacation If you know the personnel Number or Employee Number then enter the number in the field of personnel No then press submit button to search the employee other wise use the Name it will show you all the employees who have same or matching name you can also search by Job Title such as Managers it will give you all the employees who have managers title you can also search by type like Employee Student Contractor etc you can also search by group for example if you have different groups you will just select that group all the employees fall in this group will listed as you hit the search button you can also search by status active or in active employees you can also search by location you can sort them alphabetically or by personnel No if you want to search them by department click on the organization tab it will open the following screen SMA TimeTracker User Manual V2 0 4 25 Page Default Organization i E Lu Company I Admin 0 Data Room 0 Dubai Office 0 Finance
25. do Holiday overtime else select No from the option of Overtime field the holiday overtime is different then normal overtime Select Yes if you allow the employees of this policy to do Early overtime else select No from the option of Early Overtime field early overtime is the option which use if the employee come earlier then the schedule time this option justify that time either as overtime or not Select Yes if you allow the employees of this policy to give a grace period for coming late else select No from the option of Late field Select Yes if you allow the employees that all the holidays as per the schedule will not count in their vacation as vacation else select No from the option of Override Holiday Select number of hours an employee can do overtime from the option of Max Overtime field so he she will be only capable of doing that number of work as overtime if he exceed from the limit the exceeding hours will not shown and calculated as overtime Select number of hours an employee can do overtime on holidays from the option of Max Holiday Overtime field so SMA TimeTracker User Manual V2 0 4 29 Page Y sma he she will be only capable of doing that number of work as overtime if he exceed from the limit the exceeding hours will not shown and calculated as overtime Select number of hours an employee can do Early overtime from the option of Max Early Overtime field so he she will be only capable of doing that number of work as overtime if h
26. do the same for end date of leave then select the proper remark for the leave such as annual vacation Medical Leave Business Trip Training etc then press submit button to save the vacation you made If you click on Modify then the following screen will appear Default Organization Personnel No Name Job Title Type All v Group All Activation Status Active v Organization Location Select Sort by personnelnr v Grade Select v There are two tabs each have certain option for searching the employee who is going on vacation If you know the personnel Number or Employee Number then enter the number in the field of personnel No then press submit button to search the employee other wise use the Name it will show you all the employees who have same or matching name you can also search by Job Title such as Managers it will give you all the employees who have managers title you can also search by type like Employee Student Contractor etc you can also search by group for example if you have different groups you will just select that group all the employees fall in this group will listed as you hit the search button you can also search by status active or in active employees you can also search by location you can sort them alphabetically or by personnel No if you want to search them by department click on the organization tab it will open the following screen SMA TimeTracker User Manual V2 0 4 27 Page Default Organiz
27. e Company followed by which emplovee s 1297 Mustanseer Shakir placa Pri Fs ia 1383 Murtaza Abdeali Asst Finance Manager Finance Company 1385 Husain Abbas Jaorawala Accountant Finance Company S 1293 i adhav Asst Manager Finance Finance n If you click on Report gt Schedule Report By Schedule s AA Ge Ge 1379 Yusuf HunedCashier Finance Company then you will be searching employees by schedule ae 5003 Murtaza Z Ali IT IT Company 5011 Husein Abbss Accountant Finance Compan Choose the schedule vou want to see followed by pe ease See Goen Sage 7 A d 5013 Fakhruddin Chudawala Dy Director Finance Finance Compan which employees Click Submit and you will see the een Geier geen Spee 5017 Rekha David Pharmacy Purchase Purchase Company screen below 5018 Giji Samuel Exe Pharmacy Purchase Purchase Company 5015 Imran Ali Asst Manager Finance Finance Company 5019 Sapna Bahulayan Exe Pharmacy Store Purchase Company 5021 Murtaza Ali Purchase Executive Purchase Company 5022 Firoz Haflz Gen Store Helper Purchase Company 5026 Qaizar Husain Stores Keeper Purchase Company 5020 Firoz Khan Pharmacy Helper Purchase Company Schedule Report If you click on Report gt Schedule Report gt By Name Imran Ali From 01 Nov 08 Personnel then you will be searching schedule N zs Ke guden Department Finance followed by employees at a given period Choose the Date PA A a SCH employee you want to see Click Submit and you will co ene PEER 02 Nov 08 Straight 9 t
28. e Persone No Active Dir Role Id Admin Administrator No Admin Click on the name of the user you wish to modify it will open the previous screen with the saved data so you can modify them as required If you click on Delete then the following screen will appear User Name Full Name Persone No Active Dir Role Id Admin Administrator No Admin Select Unselect All Select the user you which to delete by clicking on the check box and then press the Delete button to confirm delete the user SMA TimeTracker User Manual V2 0 4 11 Page Y 3 4 Role If you click on Roles then you will find there are some option click on the desired option If you click on New then the following screen will appear In this screen you are defining the Roles Authorization means one can do what Enter the name of Role in the Role Name files such as Admin Supervisor and HR etc then select the option by clicking on the option Every checked option means that the holders of this role have this facility You can select all instead of one by one by clicking on the tree Icon on the top of the right screen just below the Scroll bar Role Name H Mm Bioscrypt a H Gi Device Management LI Cl Modify LI New L Search AE Delete Bi Lu User Management LI x Delete Personnel AL Transfer to Device Enroll Personnel Lu Gantner SG L Report Dees e Em D If you click on Modify then the following screen will appear
29. e exceed from the limit the exceeding hours will not shown and calculated as overtime Select Yes if you allow the employees to do over time in split shifts which means that the over time on the report will show on the basis of session that he she work that much time as over time in this session amp so on but if he she exceed the over time limit then it will not shown on the report else select No from the option of Late field After filling all the fields then press the submit button to save the policy you created If you click on modify then the following screen will appear Policy Policy Type Start Date End Date General Main 01 01 1945 01 01 2045 Click on the name of policy it will open the previous screen along with the save data which you can modify as required after completing the changes press submit button to keep save the changes you made 5 4 Group If you click on Group then you will find there are some option click on the desired option If you click on New then the following screen will appear SMA TimeTracker User Manual V2 0 4 30 Page Default Organization Personnel No Name Job Title Type All Group All Activation Status active Organization Location Select Sort by personnelnr e Grade select There are two tabs each have certain option for searching the employee who is going on vacation If you know the personnel Number or Employee Number then enter the number in the field of
30. e same Name in both field Then click on the calendar picture just beside the From field it will open a calendar select the starting date of the vacation do the same procedure for the End date and then press Submit button to save the Holiday you created If you click on Modify then the following screen will appear Holiday National Day 02 12 2008 02 12 2008 Click on the Name of Holiday which will be blue in color it will open the previous screen along with saved data which you can modify After modify press Submit button to keep save the changes you made If you click on Delete then the following screen will appear Holiday C National Day 02 12 2008 02 12 2008 Select Unselect All SMA TimeTracker User Manual V2 0 4 7 Page Y sma Select the Holiday by clicking on the check box which you like to delete then press Delete button to delete the Holiday 3 2 Remarks If you click on Remarks then you will find there are some option click on the desired option If you click on New then the following screen will appear Remark English A Remark Arabic e Remark Client Al the fields marked with are mandatory In the Remark English field enter the name of the Remark you are creating such as Present Absent etc in both language Arabic and English If you are using the system in English only then enter the same Name in both field Then Enter the Remark of the Client for example if the client want that on the
31. ek c 8 to 20 d d e 8 to 20 8 to 20 b 8 to 20 8 to 20 bb 10 11 2008 10 11 2008 11 11 2008 11 11 2008 12 11 2008 13 11 2008 15 11 2008 16 11 2008 29 10 2008 30 10 2008 30 10 2008 01 11 2008 01 11 2008 01 11 2008 ma 14 ITT 10 11 2008 10 11 2008 11 11 2008 11 11 2008 12 11 2008 13 11 2008 15 11 2008 16 11 2008 29 10 2008 30 10 2008 01 11 2008 01 11 2008 01 11 2008 01 11 2008 ma 14 app 8 20 8 20 8 20 8 20 bb If you want to assign a weekly schedule to a batch of employees then click Assign Week Select employees and you will see the screen below On your left you will see all the Day schedules listed In the middle you will see the employee numbers and on the right side you will the respective weekly calendar for an employee Choose Schedule and click on a weekly calendar of an employee who is supposed to work on that day As soon as you tick the check box you will see abbreviation of the schedule showing in that date Complete the Roster and press Submit SMA TimeTracker User Manual V2 0 4 48 Page Schedule Name Abbreviation Personnel Number Sun Mon Ward2to10 10001 O Dayoff Strght 7 to 3 Strght 3 to 11 Strght 9 to 7 30am strght 11 to 7am N Split Ind Spit 9 1 to 5 9 5 Split 8 12 to 5 9 Split 10 2 to 6 10 Stght 2 to 10 Night 10 to 8 Strght IM SIM El 5010 5012 SMA TimeTracker User Manual V2 0 4 February 2009
32. employee and press Submit SMA TimeTracker User Manual V2 0 4 42 Page Personnel Name Job Title Personnel No Organization Company Grade Bhramadev Grod Painter 5297 Maintenance Company Jonah Judilla Receptionist 5298 Front Office Company Madiha Kiani Receptionist 5300 Front Office Company Mustafa Badshah Cashier 5301 Finance Company a Bju Thomas Cashier 5302 Finance Company Samson Arandia Cleaner 5304 Housekeeping Company Michelle Villaruel Receptionist 5305 Front Office Company D Job Title Personnel No Organization Company Z Ahmad Ismail Engineer 10001 Dubai Office Company Select Unselect All 6 3 2 Remove Policy Click Remove Policy Choose the policy and click delete personnel and then repeat the same procedure as mentioned in 6 3 1 for removing a Policy from employees profile 6 3 3 Assign Schedule Once employees are entered in the system they must have a schedule Schedule gt Assign gt Assign Schedule you can assign them the schedule they will follow Click Assign Schedule choose the schedule you want to assign Press Submit You will come up with the search screen for employees You can choose an individual employee as well as group of employees By just clicking Search button you will see the list of all employees working under this schedule that you have chosen and the ones who have not been assigned this schedule separately as shown below Select the employee and press Submit SMA TimeTrack
33. er User Manual V2 0 4 43 Page Personnel Job Title Personnel No Organization Company Grade Bhramadev Grod Painter 5297 Maintenance Company Jonah Judilla Receptionist 5298 Front Office Company Madiha Kiani Receptionist 5300 Front Office Company Mustafa Badshah Cashier 5301 Finance Company CI Bju Thomas Cashier 5302 Finance Company Samson Arandia Cleaner 5304 Housekeeping Company Michelle Vilaruel Receptionist 5305 Front Office Company D Job Title Personnel No Organization Company E Ahmad Ismail Engineer 10001 Dubai Office Company Select Unselect All 6 3 4 Remove Schedule Click Remove Schedule Choose the schedule and click delete personnel and then repeat the same procedure as mentioned in 6 3 3 for removing a schedule from employees profile 6 3 5 Assign Month This screen is for the employees who work in Rosters and change their shifts on daily weekly monthly basis As shown in the screen below on your left you will see all the DAY type schedules which you can just drag and drop to an employee s duty month February 2009 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 Strght 7 to FREE SHIFT FREE SHIFT Split 10 2 te FREE SHIFT Night 10 to 8 FREE SHIFT Strght 9 to strght 11 to 8 9 10 11 12 13 14 FREE SHIFT FREE SHIFT Split 8 12 te FREE SHIFT FREE SHIFT FREE SHIFT FREE SHIFT i 53 9 7 10 15 16 17 18 19 20 21 Spilt 9 1 tox FREE SHIFT FREE SHIFT FREE SHIFT Strght 3 toy FREE SHIFT
34. following fields Device Management Name GroundFloor IP 192 168 0 205 Direction Not Use status Active Le GSM Device No e Terminal ID 0 Company Name Company e SMA TimeTracker User Manual V2 0 4 60 Page Y Name gt Name of the device e g First Floor IP gt IP of the device If the device you are entering is a GSM device then put SIM no in it e g 0501234567 Direction gt Keep it Not Use Status gt status of the device Should be Active in order to pull the events by the system If you don t want to pull the events from a device then choose Status as In Active GSM Device gt indicates if this is a GSM device Terminal ID gt Make it 1 always Company Name gt Company the device belongs to 8 3 Reasons 8 3 1 New Reason Reasons Session 1 IN The reasons for the Gantner device can be Arabic Reasons session 1 IN Code i created from Gantner gt Reasons gt New Fill rs out the reason name in English and in Arabic Make sure that you remember the code and this same code will be mapped in Preferences gt Preferences gt Key code Without doing this Function report cannot be generated 8 3 2 Delete Reason You can delete the reasons as shown below Make sure that you have delete from the devices as mentioned in the section 8 3 3 Select the reason and click Delete SMA TimeTracker User Manual V2 0 4 61 Page Reasons Reasons E Session 1 IN 1 1 E Session 1 OUT 2 1 T
35. ge
36. haracters then select the option of logon to the system of that user either use Active Directory or normal password amp user logon if use Active directory then select YES else keep No If use active directory then enter the Domain address of the Active directory such as smapps com Idap 192 168 100 10 etc consult with your IT administrator to get the correct domain Select the Role ID from the list for the user it will allow him her to access the system as SMA TimeTracker User Manual V2 0 4 9 Page Y sma you defined for that Role Enter the Name of the person who will use this user in the Full name field then enter his her Email address in the Email field Enter his personnel No in the field of Personnel No System user is the option which distinguishes the users from Normal user to power users Normal users are those users which are create to get the report via email amp the power users are those who can logon to the system amp use the functionality of the system The user which is marked as system user will be count in license After completing user tab click on Default tab you will see the following screen Users Default Organization Cutoff Overide Edit Record Approve Record Schedule Policy In this screen you have to select the proper option of the user Cutoff Override is the option through which user can edit his back date off day from his vacation so the Off days during his vacation will not count in va
37. in New Request s 0 Detail Report Report From 01 Dec 08 To 31 Dec 08 Schedule Report Name P No Department Jebahar Singh 5029 Service Policy Report Print Late Missed Over Early Hours Remarks Sa Print Present Present 01 Dec 08 02 Dec 08 03 Dec 08 04 Dec 08 05 Dec 08 06 Dec 08 07 Dec 08 08 Dec 08 09 Dec 08 10 Dec 08 253 Print to Excel H Present Present Absent Present Present Print to PDF Present Absent Present Devices Total 7 5 Email If you want to have reports of your employees in your email you can create an email service for it No of reports can be sent out to manager s emails Manager s emails can be specified in Admin 2 Users When SMA TimeTracker User Manual V2 0 4 53 Page GC Terre vou will click Reports gt Email gt New You will see the screen below The description of fields is as follows Service Name gt Name of the Email service Notification Day gt it will remain as Daily until more options are added Notification Time gt the time you want to have a report in your email Report gt Type of report you want to receive in your email Template gt The type of template it should send to the email Filter Personnel gt Service Name Daily Report Service Notification Day DAILY w Notification Time 10 00 Report REPORT_DAILY Template Default Template v Filter Personnel yes w User admin Date From DAILY v Date To DAILY
38. lect the Policy which you already created in the Admin section from the list then select the department which will have that Policy then press the submit button at the bottom to save the Policy 4 4 Location If you click on Location then you will find there are some option click on the desired option If you click on New then the following screen will appear Name e Entre the name of the location you want to create then press submit button to save the changes you made If you click on Modify then the following screen will appear Old Building SMA TimeTracker User Manual V2 0 4 18 Page S i sma Click on the name of the location you want to modify it will open the same previous screen with name of location which you can change as desired then press submit button to keep save the changes If you click on Assign then the following screen will appear Organization Location select el E T L Company E wi Dubai Office 0 MI TT 0 s Admin 0 A Warehouse 0 Management 0 Security 0 Finance 0 Front Office 0 Human Resource 0 E Housekeeping 0 s Insurance 0 Data Room 0 Marketing 0 m Service 0 KERR KKK KKK KK KC SC e Select the Location from the list which you created then select the departments which fall in that location after selecting the department click on the Submit button to save the changes you made SMA TimeTracker User Manual
39. loyee section along with all the save data of the employee do the changes you want to then press the submit button to save the changes you made In Others you will find some more details that you can put for an employee as shown in the screen below such as its Grade Card number Hiring Date E mail Intranet password None of the fields are mandatory SMA TimeTracker User Manual V2 0 4 22 Page Personne Others Grade select Card Number sg Hiring Date 04 01 2009 a Email aalam smapps com Password pess If you click on Delete then the following screen will appear Default Organization Personnel No Name Job Title Type All v Group All v Activation Status Active v Organization Location Select v Sort by personnelnr 7 Grade Select v There are two tabs each has certain option for searching the employee to delete If you know the personnel Number or Employee Number then enter the number in the field of personnel No then press submit button to search the employee other wise use the Name it will show you all the employees who have same or matching name you can also search by Job Title such as Managers it will give you all the employees who have managers title you can also search by type like Employee Student Contractor etc you can also search by group for example if you have different groups you will just select that group all the employees fall in this group will listed as you hit the search button
40. m FAWZY SAGEER SALEH COMPUTER OPERATER 1260013 ddd NOUR MOHAMMED ALKHATIB 33040001 ddd LI MARVIN FUENTE CABANADO 33100001 ddd LJ THANA MOHAMMED ISMAIL 34010007 ddd L GAYAS EL HAQ MOHAMMED ISMAIL 34010008 ddd Select the employees by click on the check boxes which you want to be in the group you are about to create after selecting the employee press submit it will open the following screen Name e Add Personnel Name Job Title Department Name DUNIYA SAEED MIAN MIAN SAHIB ZAR ddd MUMTAZ AHMED SHAMSUDDIN AHMED COMPUTER ENGINEER ddd Hamsa Meera Sahib Operations Analyst ddd SMA TimeTracker User Manual V2 0 4 32 Page GC sma Enter the name of the Group which you like to create in the field Name you can review the employee at this stage as well you can unselect those whom you don t want press the submit button to save the group you created 5 5 Import Utility File Path Book xls Sheet No y Start Row y End Row g Personnel No 4 Grade g Name English gt Name Arabic 3 Job Title English 4 Job Title Arabic 5 Gender g Designation gt Card 4 Policy Company Department e Company Id 49 Hint Company e Organization 11 Organization Organization You can import employees through Excel sheet into the system You need to prepare an Excel sheet with the list of employees and their details For the format please contact SMA This sheet needs to be at the computer from where you are doing the upload In the fig
41. n click on the desired option If you click on New then the following screen will appear SMA TimeTracker User Manual V2 0 4 28 Page Policy Policy Name General Policy Type Main v Start Date EAS F End Date ey Tr OverTime Yes v Max O T Hrs 13 Holiday OverTime Yes Max O T Holiday Hrs 13 Early OverTime yes w Max O T Early Hrs 43 Late Yes e Holiday Into Working Day No w O T Between Sessions Yes e Submit Mandatory fields Start Date and End Date depend upon Type Policy is the rules on which the attendance of the emplovee based Every emplovee must have to have a policy other wise his her attendance will not be calculated Enter the name of the Policy vou are about to create then select the proper type of policy there should be one main policy for allemplovee which we says basic policy while the sub policy is a time base policy for example whole vear a emplovee have main policy but when the month of Ramadan come he might have sub policy when the month of Ramadan finish he she will automatically shift to the main policy When you are creating Main policy the Start Date amp End Date fields will be disable but when vou select Sub then they will be activated Start Date amp End Date defines the validity period of Sub policy activation Select Yes if you allow the employees of this policy to do overtime else select No from the option of Overtime field Select Yes if you allow the employees of this policy to
42. ne in which he is working After completing this tab click on others tab it will open the following form SMA TimeTracker User Manual V2 0 4 20 Page Personnel Others Grade Select v Card Number Hiring Date ol Email If the user is using card for marking the attendance then write the card number in the field Card Number else leave it blank Click on the small calendar icon just beside the hiring date field it will open a small calendar select the hired date of the Employee from the calendar then enter his her email address then press Submit button to save the employee record If you click on Modify then the following screen will appear Default Organization Personnel No Name Job Title Type All x Group All Activation Status Active Organization Location Select Sort by personnelnr x Grade select There are two tabs each has certain option for searching the employee to modify If you know the personnel Number or Employee Number then enter the number in the field of personnel No then press submit button to search the employee other wise use the Name it will show you SMA TimeTracker User Manual V2 0 4 21 Page 1 e sma all the employees who have same or matching name you can also search by Job Title such as Managers it will give you all the employees who have managers title you can also search by type like Employee Student Contractor etc you can also search by group for
43. ny time for X no of hours In this session there won t be any IN amp OUT timings just the no of hours will be defined e Time Key gt a combination of Time amp Key this session can be used when you are using function key yet would want to have an acceptance period This session can be helpful to tackle complex night shifts when there is a date change Is Night Shift gt Check this if you are creating night shift Is Optional gt an optional session can be created along with normal session Good for people come to work in the night after their normal session SMA TimeTracker User Manual V2 0 4 3 Page Y sma Lunch Break gt define the duration of lunch break if you don t want to create split sessions for your shift E g if you have timings from 9 00 to 18 00 with 1 hour lunch Then you can specify a lunch break of 1 hour and this would not be counted towards employees working hours Session Time Early OT HH mm 00 00 Time In HH mm 09 00 Late Starts HH mm 09 15 Time Out HH mm 48 090 Over Time Starts HH mm 18 30 Min Hours HH mm J Acceptance Time In HH mm 07 00 To HH mm 11 00 Acceptance Time Out HH mm gp D To HH mm 33 59 Early O T gt if you want to give early Overtime to your employees vou can put the time e g 08 00 so whoever will come before 08 00 he will get 1 hour O T in case of no early O T leave the field as is Time IN gt session start time Late
44. o 7 Strght 9 to 7 see the screen below 03 Nov 08 Straight 9 to 7 Strght 9 to 7 04 Nov 08 Straight 9 to 7 Strght 9 to 7 05 Nov 08 Straight 9 to 7 Strght 9 to 7 06 Nov 08 Straight 9 to 7 Strght 9 to 7 07 Nov 08 Straight 9 to 7 Strght 9 to 7 08 Nov 08 Straight 9 to 7 Strght 9 to 7 09 Nov 08 Straight 9 to 7 Strght 9 to 7 10 Nov 08 Straight 9 to 7 Strght 9 to 7 11 Nov 08 Straight 9 to 7 Strght 9 to 7 12 Nov 08 Straight 9 to 7 Strght 9 to 7 13 Nov 08 Straight 9 to 7 Strght 9 to 7 14 Nov 08 Straight 9 to 7 Strght 9 to 7 15 Nov 08 Straight 9 to 7 Strght 9 to 7 16 Nov 08 Straight 9 to 7 Strght 9 to 7 17 Nov 08 Straight 9 to 7 Strght 9 to 7 18 Nov 08 Straight 9 to 7 Strght 9 to 7 SMA TimeTracker User Manual V2 0 4 51 Page 7 3 Policy Report You can take out a policy report to know which 1278 person has which policy or which policy is followed by which employee s sa If you click on Report gt Policy Report gt By Policy then vou will be searching employees by policy Choose the policy you want to see followed by which employees Click Submit and you will see the screen below 1451 If you click on Report gt Policy Report gt By Personnel then you will be searching policy followed by employees at a given period Choose the employee gem you want to see Click Submit and you will see the Date screen below SMA TimeTracker User Manual V2 0 4 Name Anits Diss Samuel George Shinu Baiju Murtaza Z Ali Bindu Santho
45. personnel No then press submit button to search the employee other wise use the Name it will show you all the employees who have same or matching name you can also search by Job Title such as Managers it will give you all the employees who have managers title you can also search by type like Employee Student Contractor etc you can also search by group for example if you have different groups you will just select that group all the employees fall in this group will listed as you hit the search button you can also search by status active or in active employees you can also search by location you can sort them alphabetically or by personnel No if you want to search them by department click on the organization tab it will open the following screen SMA TimeTracker User Manual V2 0 4 31 Page Default Organization E T Lo Company II Admin 0 A Data Room 0 Dubai Office 0 IF Finance 0 A Front Office 0 A Housekeeping 0 Fl Human Resource 0 IF Insurance 0 M IT 0 A Maintenance 0 L FI Management 0 DA Marketing 0 A Purchase 0 L D Security 0 ONOOOOOOOL 4 Select the department you want to search then press search button or if you want all employees to be listed in search result then just hit search button without any criteria it will listed all employees as you hit the search button it will open the following screen Name Job Title Personnel No Organization
46. ption Visa Process 21 01 2009 09 00 5 7 Personnel Type By default there are two Personnel types provided in the system which are Employee E and Contractor C you can create more personnel types depending on the type of staff you have Go to Personnel gt Personnel Type New and you will see the below screen SMA TimeTracker User Manual V2 0 4 35 Page Type Name En outsource Type Name Ar outsource Type Abbreviation o Provide the name of the type and its abbreviation These types can be modified at any time However these types can only be deleted when no Personnel is holding that personnel type 6 Schedule 6 1 Session Session represents the time part of a schedule and the type of session represents the mode in which it will be used The description of fields is as follows SMA TimeTracker User Manual V2 0 4 36 Page Session Time Session Name Daily Session Description from 9 to 6 Session Type Key Is Night Shift E Is Optional E Lunch Break HH mm oi on Session Name gt Name of the session Make it easy to identify Session Description gt Describing the session Session Type gt the mode of the session e Time gt when acceptance period will be used to Pick first IN 8 last OUT e Key When on a biometric device a function key will be used to specify which punch is IN and which punch is OUT e Free gt this session can be created when from 00 00 to 23 59 a person can be allowed to work a
47. report instead of Present P will appear so he have to write P in the Remark client field for Present If you click on Modify then the following screen will appear Remarks Remark Client Absent Present Day Off OffsiteDuty Annual Leave Hajj Leave Umrah Leave Sick Leave bd WM EI NM Emergency Leave Click on the Remark which you want to modify the previous screen will appear along with the saved data which you can edit after editing press submit button to keep the changes save If you click on Modify then the following screen will appear SMA TimeTracker User Manual V2 0 4 8 Page Y sma Absent A Present P Day Off H loffsiteDuty OD L Annual Leave 1 Select y Unselect All Select the Remark by clicking on the check boxes which you like to delete then press Delete button to delete the Remarks 3 3 Users If you click on Users then you will find there are some option click on the desired option If you click on New then the following screen will appear Users Default Organization User Name he Password fr Active Dir No Active Domain Role Id HR w Full Name re Email Personel No System User O This screen has three tabs and all have to be completed All the fields marked with are mandatory Enter the user name in the field user name such as Admin Supervisor Mansoor etc then enter the password of that user in the password field it can be alpha numeric special c
48. server as shown below SMA TimeTracker User Manual V2 0 4 55 Page Device Failure Device Type Device Info Device Error Last Occurrence Time GANTNER 10 0 1 9 TT 2 I GANTNER 10 0 1 8 77 1 T GANTNER 192 168 0 204 FirstFloor GANTNER 192 168 0 205 GroundFloor SMA TimeTracker java net ConnectException Connection timed out connect java net ConnectException Connection timed out connect java net ConnectException Connection timed out connect java net ConnectException Connection timed out connect User Manual V2 0 4 01 02 2009 18 05 01 02 2009 18 05 01 02 2009 18 05 01 02 2009 18 05 56 Page Y 8 Intranet 8 1 View Request 2 2 4 Intranet Preferences Admin Organization Once and employee has entered a request in the system A his her manager can see this request whenever he logs in to New Request s 1 the system In the picture shown on the right he will see the i no of new requests Click Intranet gt View Request You will Intranet see the screen below In view request a manager can see b view Request what are the new requests have been made by its employees Ds and the description of leave and punch changes He can then click Approve to approve it or Disapprove to disapprove it If SES he doesn t have the rights to approve the requests he can then only forward it to the higher authority that has the right to approve it such as HR View Reques
49. sh Nilesh Fendbhaje Sarfaraj Ansari Dr Nirmal Sagar General Title Telephone Operator Nurse Nurse IT Radiographer IT Coordinator IT Tech Manager Quslity Hidayatullah Abdul Halim Radiographer Jenumol Chacko Murtuza M Ali Jisha Varghese Mubashir Khan Marjorene Marana Gigi Varghese Ahmed Mohd El Hassan Husein Abbas Zaki Sohagpurwala Fakhruddin Chudawala Hozafa Hussain Anna Menchavez 5264 Front Office Policy Name General General General General General General General General General General General General General General General General Nurse Human Resource Exe Nurse Human Resource Receptionist Nurse Receptionist Accountant Accountant Dy Director Finance Finance Manager To From Department Front Office Nursing Nursing IT Radiology IT IT Admin Radiology Nursing Human Resource Nursing Human Resource Front Office Nursing Front Office Finance Finance Finance Finance 01 Dec 08 31 Dec 08 52 Page Policy Report Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company Company Policy Report Type Main Main Main Main Main Main Main Main Main Main Main Main Main Main Main Main 7 4 Print You can print the reports as well as export them in an MS Excel or Adobe PDF format
50. she is creating it should be unique Then select the system policy which you already created in Preferences Section select the one if you have different policy for different department else select the default one Location define that this department locates where if you have location based department in you company else leave like that Then select the company which you created in Admin section if not then leave is like that so it will take the default value then press submit button the save the department you created SMA TimeTracker User Manual V2 0 4 15 Page If you click on modify then the following screen will appear AAA A E Lu Company a e LO Dubai Office 0 A IT o Admin 0 FA Warehouse 0 A Management 0 FA Security 0 ial Finance 0 Front Office 0 Human Resource 0 Housekeeping 0 Insurance 0 Data Room 0 FA Marketing 0 A service 0 la jm m m jm Select the department from the list you wish to modify it will open the previous screen with the saved data do your modification amp then press submit to keep save your changes If you click on Delete then the following screen will appear D E FO Company Dubai Office 0 OA IT 0 Admin 0 LI Ja Warehouse 0 LI Ja Management 0 LI ja Security 0 IN Finance 0 L Il Front Office 0 LI ja Human Resource 0 LI Il Housekeeping 0 OIA Insurance 0 LI Il Data Room 0 L la Marketing 0 OF Service 0 E
51. t s Description Date From Date To Personnel Sick Leave 2 days leave 04 02 2009 17 12 2008 18 12 2008 Sick Leave 10001 8 2 Approve Click Intranet gt Approved to see all the requests approved by you 8 3 Disapprove Click Intranet gt Disapproved to see all the requests approved by you SMA TimeTracker User Manual V2 0 4 57 Page Y 8 Gantner 8 1 User Management 8 1 1 Transfer to Device Click Gantner gt User Management gt Transfer to Device You will see the search screen to search employees Select the employees you wish their profiles and fingerprint templates to be sent to the Gantner devices Choose the employees and the devices and their records will be updated in the terminals If you want to be a master user in the device for enrolment purposes then choose Master as Yes Click Transfer Personnel Transfer IB 7 192 168 0 204 FirstFloor Y 192 168 0 205 GroundFloor E Name Job Title Department Name v Ahmad Ismail Engineer Dubai Office Master No w Transfer Personnel 8 1 2 Delete Personnel Should you want to delete a person s record from a device or more than 1 device you can click on Gantner gt User Management gt Delete Personnel Choose the person or persons to delete from the device s Select the devices you wish to delete from and click Delete button SMA TimeTracker User Manual V2 0 4 58 Page Delete Person IF Name 10 0 1 B TT 1 1
52. ure for each field there is a column no shown in the text box this should be the order of the excel sheet 5 5 Grade SMA TimeTracker User Manual V2 0 4 33 Page Name Grade 12 A Schedule Straight 9 to 7 e Policy General e In Grade you can create grades which can then be assigned to employees as additional information You will see the above screen when you will click Personnel gt Grade gt New Enter the Grade name e g Grade 12 You can associate a Schedule and Policy with a grade so that when a new employee with this grade will be entered in the system the employee will automatically get the schedule and policy this Grade employees should have You can Modify Delete and Search Grades as well 5 6 Out Permission Out permission is a feature which can be used for employees seeking special permission to go out inside the office timings for acceptable reasons Their manager can select them and assign them a permission as shown in the screen below SMA TimeTracker User Manual V2 0 4 34 Page Date 21 01 2009 9 TIME 99 00 Description yiea Process Job Title Organization Ahmad Ismail Engineer Dubai Office If vou need to modify an existing Out Permission you can click on Modify select the employee and you will see a screen as below Click on the description and it will take you to the modification screen You can Delete and Search Out permission for an employee or group of employees Out Permission Descri
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